UBC HR Jobs – Executive Coordinator

Job Description:

This position provides executive-level support for the Associate Director (OISI) and the Senior Advisor to the President on Indigenous Affairs. As a primary contact for the Associate Director (OISI) and Senior Advisor to the President on Indigenous Affairs, this position liaises with the University, Indigenous communities and organizations, and with various external agencies on behalf of the OISI office. This position is situated in a demanding environment which requires the highest level of tact, discretion and sensitivity with a particular focus on Indigenous community engagement. The incumbent is expected to establish deep understanding and knowledge of the departmental functions of the OISI and Senior Advisor offices, university policies and procedures, and related organizational protocols. The incumbent is expected to apply an extensive understanding of the objectives and mandate of the OISI and Office of the Senior Advisor to coordinate and complete a variety of projects under their mandates. The incumbent is expected to apply an extensive understanding of the objectives and mandate of the Indigenous Strategic Plan (ISP).

Job Responsibilities:

• Strategically manages the Associate Director and Senior Advisor’s priorities and professional commitments, exercising judgment in reviewing protocol for scheduled events and project priorities.
• Collaborate with other UBC faculty members and staff, the Indigenous community and other external stakeholders in a professional manner.
• Performs other related duties in keeping with the qualifications and requirements of the role.
• Responsible for writing confidential communications, formal reports, including funding applications.
• Manages the committees (e.g. President’s Advisory Committee) that are under the leadership portfolio of OISI.
• Manages various projects and parts of projects for the OISI office which includes: identification, implementation, review and management of all aspects of the project cycle including coordinating activities of project teams, analyzing and evaluating outcomes and providing advice on improvements, as well as day-to-day operational aspects of the office of the OISI.
• In collaboration with Indigenous initiative leads across campus, manages individual project plans, monitors scope, schedule, budget and other key aspects to ensure successful project delivery.
• Collaborates and consults with other Indigenous initiatives across campus and Indigenous communities and partners following their unique protocols, and in particular with the Musqueam Indian Band.
• Ensures the Associate Director and Senior Advisor to the President are kept abreast on new developments that are related to various projects and meetings.
• Liaises with various Indigenous initiative portfolios across the Vancouver and Okanagan campuses to ensure the effective implementation of Indigenous Strategic goals and ensures that interdependencies are identified and managed.

Job Requirements:

• Undergraduate degree in a relevant discipline.
• Minimum of two years of related experience, or the equivalent combination of education and experience.
• Experience providing executive level support.
• Experience working with individuals at senior levels.
• Experience in managing projects that involve a variety of stakeholders.
• Experience working with indigenous groups.
• Knowledge of University policies, procedures, governance and administrative systems preferred.
• Ability to effectively facilitate groups to achieve appropriate outcomes.
• Strong organizational, analytical, problem-solving and planning skills.
• Ability to work independently and cooperatively both within the UBC community and with external stakeholders.
• Proficient in the use of English grammar, spelling, punctuation and professional terminology.
• Proven ability to communicate professionally and tactfully, both orally and in writing.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to listen actively and attentively, and obtain clarification as required.
• Ability to determine the nature and urgency of inquiries and issues, and triage appropriately.
• Ability to locate required information using a variety of methods (e.g., online information sources, manuals, expert sources).
• The incumbent must demonstrate a high degree of professionalism and possess excellent public relations and interpersonal skills in dealing with a diverse range of offices and organizations.
• Ability to travel when necessary.
• Must be able to work later or within other time zones, when required.

Job Details:

Company: The University of British Columbia

Vacancy Type: Full Time

Job Location: Vancouver, BC, CA

Application Deadline: N/A

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